Download Electronic Casual Pay Claim User Guide for Schools and other DET

Information Technology Directorate
Electronic Casual Pay Claim
User Guide for Schools and
other DET locations
Author: Laura Lemos
21 July 2005
© DET 2001
The people and information contained within this document are fictional and
in no way reflect actual working hours or awards.
Information about the latest version of this document can be obtained from:
“Laura Lemos”
Document production notes
Microsoft® Word97® was used to produce this document, using the
QS013.doc document skeleton version 1.4.1.
This document can be located at: I:\Web Casual Claims\JeCPC User
Guide.Doc
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i
Contents
Preface.............................................................................................................6
User profile descriptions........................................................................................7
Chapter 1 System Functionality ...................................................................8
What you get...........................................................................................................8
Enter Claims....................................................................................................8
Authorise Claims ............................................................................................8
Casual Employees details ...............................................................................8
Permanent/Temporary Employees details ......................................................8
Cost Reports....................................................................................................8
What you won’t get................................................................................................8
Navigating around .................................................................................................8
What you should not do ..................................................................................8
Parts of the screen ...........................................................................................9
How to leave the screen ..................................................................................9
Chapter 2 Responsibilities ..........................................................................10
Claimant’s responsibility.....................................................................................10
Verifier’s responsibility .......................................................................................10
Authoriser’s responsibility..................................................................................10
Chapter 3 Logon and Log Out of eCPC ....................................................11
How to Logon .......................................................................................................11
How to Log Out....................................................................................................14
Chapter 4 Enter Claim ................................................................................15
Access the option ..................................................................................................15
Enter the details ...................................................................................................16
Select the Employee .............................................................................................17
Enter Fortnightly Claim......................................................................................18
Existing claim ...............................................................................................18
Enter the data.......................................................................................................18
What does “Same” in a field mean ...............................................................18
Add Split Days......................................................................................................20
What does Same in a field mean...................................................................20
Save the claim details...........................................................................................21
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Preface
Check the totals.............................................................................................22
Change the claim...........................................................................................23
Print the claim ...............................................................................................24
Rejected claims.....................................................................................................24
Chapter 5 Print Authorisation ...................................................................25
Access the option ..................................................................................................25
Select the Pay Period End Date ..........................................................................26
Authorisation Sheet Detail ..................................................................................27
View employee details..................................................................................27
Produce the print out.....................................................................................27
Back button ...................................................................................................28
Chapter 6 Authorise Claim.........................................................................29
Access the option ..................................................................................................29
Select the Pay Period End Date ..........................................................................30
View the claimant’s details...........................................................................31
Authorise the claim ..............................................................................................31
Chapter 7 Enquiries - Casual Employee ...................................................33
Employee details...........................................................................................33
Conditions .....................................................................................................33
Service history ..............................................................................................33
Appointment history .....................................................................................33
Access the option ..................................................................................................34
Select Employee Name.........................................................................................35
Print the information .....................................................................................35
Chapter 8 Enquiries – Permanent/Temporary Employees .....................36
Access the option ..................................................................................................36
Select Employee Name.........................................................................................37
Print the information .....................................................................................38
Chapter 9 Enquiries - View Claim .............................................................39
Access the option ..................................................................................................39
Select Pay Period End Date.................................................................................40
View individual claimant details ..................................................................42
Select another pay period..............................................................................42
Chapter 10 Enquiries - Casual Costs Report............................................43
What is on the report...........................................................................................43
Access the option ..................................................................................................43
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Preface
Select a date range ........................................................................................44
Select a report sequence................................................................................45
Select a casual type .......................................................................................45
Select School or Location/DET costed accounts ..........................................45
Run the report ......................................................................................................45
Print the report ....................................................................................................45
Examples of the reports.......................................................................................45
Sorted by Date Worked.................................................................................46
Sorted by Sub-Dissection..............................................................................47
Sorted by Account.........................................................................................48
Sorted by Casual Employee ..........................................................................49
Chapter 11 Enquiries – Cancelled Claims ................................................50
Access the option ..................................................................................................50
Access the option ......................................................Error! Bookmark not defined.
Chapter 12 Maintain Table - Casual Employee .......................................54
Access the option ..................................................................................................54
Casual Employee Enquiry...................................................................................55
Activate or deactivate a Casual Employee....................................................55
Print the listing.....................................................................................................55
Chapter 13 Maintain Table – Perm/Temp Employees ............................56
Access the option ..................................................................................................56
Permanent/Temporary Employee Enquiry.......................................................57
Activate or deactivate a Permanent/Temporary Employee ..........................57
Print the listing.....................................................................................................57
Chapter 14 Maintain Tables - Accounts....................................................58
Access the option ..................................................................................................58
Activate or deactivate an Accounts...............................................................59
Print the listing.....................................................................................................59
Chapter 15 Maintain Table - Designations ...............................................60
Access the option ..................................................................................................60
Activate or deactivate a Designation ............................................................61
Print the listing.....................................................................................................61
Chapter 16 Maintain Tables - Allowances ................................................62
Access the option ..................................................................................................62
Activate or deactivate an Allowance ............................................................63
Print the listing.....................................................................................................63
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Preface
Chapter 17 Maintain Table - Sub-Dissection............................................64
Access the option ..................................................................................................64
Add a Sub-Dissection...........................................................................................65
Deactivate a Sub-Dissection ................................................................................66
Edit a Sub-Dissection...........................................................................................67
Delete a Sub-Dissection........................................................................................68
Print the listing.....................................................................................................69
Chapter 18 Select School.............................................................................70
Access the option ..................................................................................................70
Glossary of Terms ........................................................................................72
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Preface
Table of Figures
Figure 1 Example of eCPC Logon Screen ........................................................................ 11
Figure 2 Example of the Welcome screen ......................................................................... 12
Figure 3 Example of Login Failure screen ....................................................................... 13
Figure 4 Example of Log out screen ................................................................................. 14
Figure 5 Example of Select Pay Period and Claim Type screen ....................................... 16
Figure 6 Example of Casual Employee Select Screen....................................................... 17
Figure 7 Example of Claim Entry with Authorised Entry ................................................. 18
Figure 8 Example of Casual Claim Entry screen.............................................................. 19
Figure 9 Example of Enter Split Days screen ................................................................... 21
Figure 10 Example of Claim Display (authorised claims only) screen............................. 22
Figure 11 Example of Claim Display (unauthorised claims) screen ................................ 23
Figure 12 Example of Change Claim Line screen ............................................................ 24
Figure 13 Example of Print Authorisation Sheet Select Pay Period ................................. 26
Figure 14 Example of Casual Claims awaiting authorisation ........................................... 27
Figure 15 Example of Authorise Casual Claims pay period listing .................................. 30
Figure 16 Example of Authorise individual claims........................................................... 31
Figure 17 Example of Authorised Casual Claims ............................................................. 32
Figure 18 Example of Casual Employee Enquiry screen .................................................. 34
Figure 19 Example of Casual Employee Detail Enquiry screen ....................................... 35
Figure 20 Example of Permanent/Temporary Employee Enquiry Select screen .............. 37
Figure 21 Example of Permanent/Temporary Employee Enquiry Details screen............. 38
Figure 22 Example of View Claim by Pay Period ............................................................ 40
Figure 23 Example of Casual Claims by individual claimants ......................................... 41
Figure 24 Example of Casual Claims by individual claimants ......................................... 42
Figure 25 Example of Casual Costs Enquiry screen ......................................................... 44
Figure 26 Example of Casual Costs Enquiry screen by Date Worked .............................. 46
Figure 27 Example of Casual Costs Enquiry screen ......................................................... 47
Figure 28 Example of Casual Costs Enquiry screen ......................................................... 48
Figure 29 Example of Casual Costs Enquiry screen ......................................................... 49
Figure 30 Example of Display Cancelled Casual Claims screen ...................................... 51
Figure 31 Example of Cancelled Casual Claims for Pay Period screen............................ 52
Figure 32 Example of Cancelled Casual Claim Display screen ........................................ 53
Figure 33 Example of Casuals Employees screen............................................................. 55
Figure 34 Example of Permanent/Temporary Employees screen ..................................... 57
Figure 35 Example of Accounts listing screen.................................................................. 59
Figure 36 Example of Designations listing ....................................................................... 61
Figure 37 Example of Allowances listing screen .............................................................. 63
Figure 38 Example of Sub-Dissection listing.................................................................... 65
Figure 39 Example of Sub-Dissection added to listing ..................................................... 66
Figure 40 Example of Sub-Dissection added to listing ..................................................... 67
Figure 41 Example of Sub-Dissection Changed to listing ................................................ 68
Figure 42 Example of Sub-Dissection deleted from listing............................................... 69
Figure 43 Example of Select Location screen ................................................................... 70
Figure 44 Example of Select Location Change screen...................................................... 71
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Preface
Preface
This guide provides step-by-step instructions for using the web-enabled
Electronic Casual Pay Claim (eCPC) system, which is used to process
casual employee’s pay claims.
Audience
This user guide is intended for use by the staff in Government Schools and
other locations who are responsible for completing the following tasks:
1.
Entering casual pay claims,
2.
Authorising casual pay claims and
3.
Providing printed copies of individual casual employee’s pay
claims.
Abbreviations used
Abbreviation
Meaning
CEPS
Casual Employees Payroll Service
DET
Department of Education and Training
ECPC
Electronic Casual Pay Claim
LWOP
Leave Without Pay
SASS
School Administrative Support Staff
Associated documents
Title
Issued
eCPC Online help
Draft stage
Modification log
Who
ECPC CEPS User Guide for Schools
25 March 2008
When
Request
number
Reason
6
Preface
User profile descriptions
The following describes who the users of eCPC are and their
responsibilities.
Verifier
The verifier is the person or persons in the school or location who have
been nominated to check and enter the claimant’s claim into eCPC. This
person is usually:
•
The School Administrative Manager,
•
The School Administrative Officer
•
A Head Teacher of a faculty,
•
The Deputy Principal, or
•
Any other nominated person.
Authoriser
The authoriser is the person in the organisation with the necessary
delegation or authority to authorise payment for employees working
casually in schools. This person is usually:
•
The Deputy Principal,
•
The Principal, or
•
Any other nominated Senior Teacher or Administrator.
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Chapter 1 System Functionality
What you get
eCPC provides the following:
Enter Claims
•
Teachers
•
SASS
•
Miscellaneous Employees
Authorise Claims
Casual Employees details
Permanent/Temporary Employees details
Cost Reports
Claims cancelled
Maintain School or Location level data
What you won’t get
eCPC does not provide any information for those employees who have
been designated as “Not to be employed”.
Navigating around
Navigation throughout eCPC is accomplished using basic Windows®
processes, such as clicking with a mouse and selecting from a list. This
user guide is not designed to train you in these functions.
What you should not do
As eCPC is a web-based application, the web browser toolbars are
available when the system is being used.
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Chapter 1 System FunctionalityError! No text of specified style in document.
DO NOT use the web toolbar Back and Forward buttons to go back and
forth through the browser screens. Specific buttons appearing on each
screen have been designed for this purpose and should be used.
Parts of the screen
There are several parts to the eCPC screens that assist you to input and
inquire on data and to move around the system.
Do not use
these
buttons to
navigate.
Click this button to
display selections.
Click on the value
you want to select.
Click this button
to access the Help
Screens.
This is a data
input field. Type
in the data you
require.
These are
the menu
options.
Text in
blue is a
hyperlink
to access
the
options.
Click this button
to return to the
Welcome screen.
Click this button to
select the claim
type.
Click this type of
button to complete
a task.
How to leave the screen
Some of the screens have Back buttons that, when clicked return to the
screen you were just on.
If the screen does not have this button, click the Home button to return to
the Welcome screen.
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Chapter 2 Responsibilities
Claimant’s responsibility
The claimant is the casual employee that the eCPC record relates to. The
claimant is responsible for notifying the school or location of the following
information:
1.
Dates that work was performed in that school or location.
2.
Full day or hours and minutes worked per day.
3.
Allowances claimed for the day.
The claimant is to furnish this information by completing a claim, which
may be one or both of the following:
•
Casual Claim Form
•
Sign-On Register
Verifier’s responsibility
The verifier is responsible for ensuring that the claimant has correctly
supplied the time and dates worked, and that the claim has been signed by
the claimant.
The verifier is also responsible for entering the claim data into eCPC, and
for ensuring that any errors are corrected in a timely manner.
Authoriser’s responsibility
It is the responsibility of the authoriser to review and to authorise all pay
claims in a timely manner.
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Chapter 3 Logon and Log Out of eCPC
How to Logon
Double click the icon to go to the Logon screen.
The first screen to appear is the logon screen.
Figure 1 Example of eCPC Logon Screen
Enter your User ID and Password.
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Chapter 3 Logon and Log Out of eCPC
You will be taken to the eCPC Welcome screen. See Figure 2 Example of
the Welcome screen.
Figure 2 Example of the Welcome screen
You can now select an option from the menu.
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Chapter 3 Logon and Log Out of eCPC
If your username or password is incorrect, you will get a login failure screen. See Figure
3 Example of Login Failure screen.
Figure 3 Example of Login Failure screen
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Chapter 3 Logon and Log Out of eCPC
How to Log Out
Once you have finished using eCPC, click the Log Out menu option to log out of the
system.
Figure 4 Example of Log out screen
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Chapter 4 Enter Claim
This process is used to enter pay claim records.
Who has access to this option
The verifier enters the claim onto eCPC, as well as:
•
Ensures that the claimant has completed and signed the claim form
or sign on register.
When this process can be completed
Claims may be entered into eCPC daily, weekly or fortnightly.
Access the option
Click the Enter Claims menu. The Enter Claim screen will be displayed,
see Figure 5 Example of Select Pay Period and Claim Type screen.
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Chapter 4 Enter Claim
Figure 5 Example of Select Pay Period and Claim Type screen
Enter the details
Input the values required in the following fields.
Select pay period end date
The default for this field is the current pay period. If you want to change
the pay period to an earlier one, click on the arrow on this field and scroll
through the list. When you find the date you want, click it once.
This list shows only the last six (6) pay periods.
Or Enter Date
If you want a pay period that falls earlier than the ones presented on the
list, you can enter a date in this field in dd/mm/yy format. If the date
entered does not end on a payment period end date, eCPC will change the
date to the Payment Period that it falls into.
Select Claim Type
Click on the arrow on this field and scroll through the list of claim types
on the database. When you find the claim type you want, click it once.
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Chapter 4 Enter Claim
Submit button
Click the submit button for the Casual Employee Select screen. See
Figure 6 Example of Casual Employee Select Screen.
Select the Employee
This screen is used to select which employee you would like to enter a pay
claim for.
Select Employee Name
Click on the arrow on this field and scroll through the list of employees on
the database. When you find the employee you want, click the name once.
Enter Casual Employee Number
Alternatively, if you know the employee’s Casual Employee Number,
enter it here.
Figure 6 Example of Casual Employee Select Screen
Submit button
Click the submit button for the Casual Claim Entry screen. See Figure 8
Example of Casual Claim Entry screen.
The days displayed will correspond to the pay period date or day that you
selected.
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Chapter 4 Enter Claim
Enter Fortnightly Claim
This option of the Enter Claim function provides a full two-week period in
which to enter claims details.
Existing claim
If a claim already exists for the employee, days that have been approved
will be displayed PROTECTED and cannot be changed.
All days that have NOT been authorised can still be changed or deleted.
These are
protected.
Figure 7 Example of Claim Entry with Authorised Entry
Enter the data
Input the data as supplied by the claimant and as it applies to the claim.
What does “Same” in a field mean
Some of the fields default to “Same”. This means that the input for that
field will be the same as the field immediately above it.
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Chapter 4 Enter Claim
Figure 8 Example of Casual Claim Entry screen
Whole Day
If the claim is for a full day, click on the box next to that day. The field
will change from to .
Hours
If the claim is for less than a full day, type in the number of hours in the
box under this heading and next to the day that it applies to.
Minutes
Type in the number of minutes worked, if applicable, in the box under this
heading and next to the day that it applies to.
Account
This is the value that represents what charge the work will be applied to.
Click on the arrow on this field and scroll through the list of values. When
you find the value that you want to use, click it once to select it.
If the account you want is not on the drop down list, you must contact
CEPS Bureau for assistance.
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Chapter 4 Enter Claim
Replaced
Click on the arrow on this field and scroll through the list of employees.
When you find the employee that this casual has replaced, click the name
once to select it.
Note: It is important to select the employee for whom leave has been
granted in this field. If the casual is replacing employee A who is
subsequently replacing employee B, the replaced employee is actually
employee B.
Sub-Dissect
This is the value that further represents what charge the work will be
applied to. Click on the arrow on this field and scroll through the list of
values. When you find the value that you want to use, click it once to
select it.
If you do not use sub-dissection in your school or location, you can turn
this field off. See Chapter 17 Maintain Table - Sub-Dissection for the
maintenance instructions.
Allowance
Click on the arrow on this field and scroll through the list of values. When
you find the value that you want to use, click it once to select it.
If you do not use allowances in your school or location, you can turn this
field off. See Chapter 16 Maintain Tables - Allowances for the
maintenance instructions.
Add Split Days
If more than one entry per day is required for a casual employee, for
example working some hours against a different Account, then a split days
option is provided.
Firstly, enter the values for the day or days that will have split information.
Click the Add Split Days button on the page. The Casual Claim Entry
screen will rebuild with multiple entry fields for each day. See Figure 9
Example of Enter Split Days screen.
What does Same in a field mean
Some of the fields default to “Same”. This means that the input for that
field will be the same as the field immediately above it.
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Chapter 4 Enter Claim
Figure 9 Example of Enter Split Days screen
Each line that has a value against it will display additional lines for that
date so that you can input the values required.
The claim may be changed with lines added to or deleted as many times as
required. If you need more split lines, enter the next value for that day and
click the Add Split Days button again. More lines will be added for that
day.
Save the claim details
When the verifier has finished entering the data, the Save button should be
clicked to save the data input so far. Saving the claim will also validate the
information, and the Claim Display screen will be presented. See Figure
10 Example of Claim Display (authorised claims only) screen.
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Chapter 4 Enter Claim
Figure 10 Example of Claim Display (authorised claims only) screen
If the claim is correct, a total line will be displayed showing the time
claimed for the pay period as:
•
Total days,
•
Hours and
•
Minutes.
Check the totals
The verifier is responsible for checking that the displayed total matches the
total for the claim.
Totals match
If the total on the display matches that of the claim, no further action is
required. You can either:
1.
Click Home to return to the Welcome screen or
2.
Click the button to enter another claim.
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Chapter 4 Enter Claim
Totals do not match
If the total on the display does not match that of the claim, the verifier
should complete the following:
1.
Check the input values against the claim.
2.
Check any manually calculated totals.
3.
Click the Change button, re-access the claimant’s record, correct
any values and resave the claim.
Change the claim
Click the Change button to make changes to the claim you are viewing.
The casual employee may request a hard-copy confirmation of their claim.
Claim details recorded on the system may be amended or deleted right up
until they have been AUTHORISED.
Figure 11 Example of Claim Display (unauthorised claims) screen
If you wish to change only one line click on EDIT.
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Chapter 4 Enter Claim
Figure 12 Example of Change Claim Line screen
Print the claim
The casual employee may request a hard-copy confirmation of their claim.
Click the Print button. eCPC will automatically print a report that
represents the display as shown in Figure 10 Example of Claim Display
(authorised claims only) screen.
Rejected claims
A claim can be rejected by the system for one of the following reasons:
1.
Hours exceeds
2.
Missing Account
3.
Missing replaced employee
Remember:
Claim details recorded on the system may be amended or deleted right up
until they have been AUTHORISED.
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Chapter 5 Print Authorisation
This function produces a list by employee of time worked in the pay
period and is yet to be approved.
Who has access to this option
The verifier or authoriser may print the authorisation report.
When this process can be completed
This procedure should be completed prior to authorising claims for
payment.
Note: Prior to authorisation of claims for submission for payment, it is a
requirement that the Print Authorisation sheet be printed and attached to
the source documentation within the school. This sheet is to be signed off
by the authorising officer and held at the school for future reference
Access the option
Click on the Print Authorisation menu option for the Print
Authorisation Sheet selection screen. See Figure 13 Example of Print
Authorisation Sheet Select Pay Period.
This screen shows the pay period end dates with casual claims awaiting authorisation.
Each line represents the number of claims awaiting authorisation for that pay period.
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Chapter 5 Print Authorisation
Figure 13 Example of Print Authorisation Sheet Select Pay Period
Select the Pay Period End Date
Click on the pay period that requires authorisation. The Authorisation
Sheet screen will be presented. See Figure 14 Example of Casual Claims
awaiting authorisation.
This screen lists individual claimants with outstanding claims.
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Chapter 5 Print Authorisation
Figure 14 Example of Casual Claims awaiting authorisation
Authorisation Sheet Detail
The Authorisation Sheet details the following:
•
Pay period,
•
Casual Employee Number
•
Employee Name,
•
Total hours and minutes worked for the pay period and
•
Whether any allowance has been claimed
View employee details
You can view the employee’s details by clicking on the name. This takes
to another screen. Click the Back button on the screen to return to the
Authorisation Sheet screen.
Produce the print out
Click the Print button on the screen to produce the printed copy, which
represents the screen as represented in Figure 14 Example of Casual
Claims awaiting authorisation.
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Chapter 5 Print Authorisation
Back button
Click the Back button on the screen to return to the payment period
selection screen.
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Chapter 6 Authorise Claim
This procedure authorises payment for a casual employee working within
the school or location.
The authoriser must have the Authorisation Sheet and may also benefit
from reviewing the Claim forms or the Sign-On Register.
Who has access to this option
Authorisers are the only individuals who can complete this process.
When this process can be completed
This process is completed when there are casual claims awaiting
authorisation.
NOTE: Prior to authorisation of claims for submission for payment, it is a
requirement that the Print Authorisation sheet be printed and attached to
the source documentation within the school. This sheet is to be signed off
by the authorising officer and held at the school for future reference
NOTE regarding segregation of duties
- eCPC will not permit any user to input (verify) and authorise the same
claim, except where the user is in a school classified P5 or P6.
- eCPC will not permit any user to authorise a claim they have changed,
except where the user is in a school classified P5 or P6.
- eCPC will not allow any user to input and authorise their own claim
under any circumstance
Access the option
Click the Authorise Claim menu option for the Authorise Casual Claims
screen. See Figure 15 Example of Authorise Casual Claims pay period
listing.
This screen shows the pay period end dates with casual claims awaiting
authorisation. Each line represents the number of claims awaiting
authorisation for that pay period.
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Chapter 6 Authorise Claim
Figure 15 Example of Authorise Casual Claims pay period listing
Select the Pay Period End Date
Click on the pay period that requires authorisation for the Authorisation
Sheet screen. See Figure 16 Example of Authorise individual claims.
This screen displays each individual claimant with outstanding claims.
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Chapter 6 Authorise Claim
Figure 16 Example of Authorise individual claims
View the claimant’s details
If you would like an on-screen display of the individual claimant’s claim
form, click on the claimant’s name in the Name column. See Chapter 9
Enquiries - View Claim.
Click the Back button on the View Claim screen to return to the
Authorisation Casual Claim screen.
Authorise the claim
Click on the box next to the claim to be authorised. The field will change
from to .
Once you have ticked all of the claims to be authorised, click the Submit
button. The system will rebuild the Casual Claim screen to display a
listing of all claims records authorised for that pay period. See Figure 17
Example of Authorised Casual Claims.
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Chapter 6 Authorise Claim
Figure 17 Example of Authorised Casual Claims
The authorised column now displays whether the records have been
authorised.
When a claim is authorised, it is immediately written into the Casual
Payroll System, where it will be released for payment according to existing
DET rules.
Remember:
Once a claim has been authorised, you cannot change that claim. If errors
are found after a claim has been authorised, refer the request to CEPS
Bureau for advice – IMMEDIATELY.
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Chapter 7 Enquiries - Casual Employee
eCPC provides information for the following data for each of the claimants
who have been recorded in the system.
Employee details
•
Employee number
•
Surname
•
First name
•
Second name
•
Address – this information is not available to verifiers.
•
Date of birth – this information is not available to verifiers.
•
Telephone number – this information is not available to verifiers.
•
Approval number
•
Date of approval
•
Category
•
Status and designation
•
LWOP details
•
LWOP expiry date
•
Term
•
Year
•
Location
•
Days
Conditions
Service history
Appointment history
•
Status
•
Days
•
Hours
•
Minutes
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Chapter 7 Enquiries - Casual Employee
•
Entry on duty
•
End date
•
Allowance
Who has access to this option
The verifier and the authoriser can both access this screen, however the
some of the data available is not available to verifiers.
When this process can be completed
This screen can be accessed as required.
Access the option
Click on the Casual Employees option on the menu for the Casual
Employee Enquiry screen. See Figure 18 Example of Casual Employee
Enquiry screen.
Figure 18 Example of Casual Employee Enquiry screen
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Chapter 7 Enquiries - Casual Employee
Select Employee Name
Click on the arrow on this field and scroll through the list of employees on
the database. When you find the employee you want to enquire on, click
the name once.
Enter Casual Employee Number
Alternatively, if you know the employee’s Casual Employee Number,
enter it in this field.
Submit button
Click the submit button for the Casual Enquiry Details screen. See
Figure 19 Example of Casual Employee Detail Enquiry screen.
Verifiers cannot
view addresses.
Figure 19 Example of Casual Employee Detail Enquiry screen
Add Casual Employee to List
Click this button to add this casual employee to the drop down lists for
your school or location.
Print the information
You can print off this service history by clicking the Print button at the
bottom of the screen.
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Chapter 8 Enquiries – Permanent/Temporary Employees
eCPC provides information for the following data for each of the
Permanent/Temporary employees at the school or location.
•
Employee Serial Number
•
Name
•
Address – this information is not available to verifiers.
•
Date of Birth – this information is not available to verifiers.
•
Appointment to and from dates for permanent/temporary
•
Days for permanent/temporary employment
Who has access to this option
The verifier and the authoriser can both access this screen.
When this process can be completed
This screen can be accessed as required.
Access the option
Click on the Perm/Temp Employee Enquiry option on the Enquiries
menu for the Permanent/Temporary Employee Enquiry screen. See
Figure 20 Example of Permanent/Temporary Employee Enquiry Select
screen.
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Chapter 8 Enquiries – Permanent/Temporary Employees
Figure 20 Example of Permanent/Temporary Employee Enquiry Select screen
Select Employee Name
Click on the arrow on this field and scroll through the list of employees on
the database. When you find the employee you want to enquire on, click
the name once.
Enter Employee Serial Number
Alternatively, if you know the employee’s Serial Number, enter it in this
field.
Submit button
Click the submit button for the Perm/Temp Enquiry Details screen. See
Figure 21 Example of Permanent/Temporary Employee Enquiry Details
screen.
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Chapter 8 Enquiries – Permanent/Temporary Employees
Figure 21 Example of Permanent/Temporary Employee Enquiry Details screen
Add Permanent/Temporary Employee to List
Click this button to add this permanent/temporary employee to the drop
down lists for your school or location.
Print the information
You can print off this service history by clicking the Print button at the
bottom of the screen.
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Chapter 9 Enquiries - View Claim
This function produces a listing of all casual employees who have made
claims at the school or location for a given pay period. It also indicates
whether the claim has been authorised or not.
Note:The claim information displayed will only reflect claims entered via
this functionality.
Who has access to this option
The verifier or authoriser may access the View Claim option.
When this process can be completed
This option may be accessed as required.
Access the option
Click on the View Claim option on the Enquiries menu for the Display
Casual Claims screen. See Figure 22 Example of View Claim by Pay
Period.
This screen lists casual claims for the school in the pay periods that they
occurred. Both authorised and unauthorised claims are included in the
totals given.
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Chapter 9 Enquiries - View Claim
Figure 22 Example of View Claim by Pay Period
Select Pay Period End Date
Click on the Pay Period End Date column to view the claimants who
made claims during that period. See Figure 23 Example of Casual Claims
by individual claimants.
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Chapter 9 Enquiries - View Claim
Figure 23 Example of Casual Claims by individual claimants
The Display Casual Claims screen shows the individual claimant’s and a
summary of their pay claims for that pay period. It also shows if an
allowance has been made and if the claim has been authorised or not.
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Chapter 9 Enquiries - View Claim
Claims can be sorted by either employee number, name, claim type,
created by or authorised by.
Figure 24 Example of Casual Claims by individual claimants
View individual claimant details
Click the claimant’s name in that column to access the eCPC claim record
for that pay period.
Select another pay period
Click the Back button on the screen to return to the Display Casual
Claims screen, where you can select another pay period end date to view.
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Chapter 10 Enquiries - Casual Costs Report
Chapter 10 Enquiries - Casual Costs Report
This function produces a report of all casual employee pay claims entered
on eCPC for the school or location for a specified pay period.
Note: The Cost Report will only reflect claims entered via this
functionality.
Who has access to this option
The verifier or authoriser may access the Casual Costs report option.
When this process can be completed
This option may be accessed as required.
What is on the report
This report displays the following for the claims reported on:
•
Date worked,
•
Employee’s name,
•
Account charged,
•
Sub-Dissection used,
•
Time worked,
•
Total cost for the account and on costs,
•
Indicates if the claim is waiting to be authorised or is being
investigated by CEPS Bureau.
Access the option
Click the Casual Costs option on the Enquiries menu for the Casual
Costs Enquiry screen. See Figure 25 Example of Casual Costs Enquiry
screen.
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Chapter 10 Enquiries - Casual Costs Report
This report can be customised by:
•
Pay period or range of selected dates,
•
Report sequence (sort order),
•
Casual type and
•
School or Location/DET costed accounts (billable or non billable
accounts)
Figure 25 Example of Casual Costs Enquiry screen
Select a date range
You can order the report for a specific pay period or a range of dates.
Select a Pay Period
Click on the arrow on this field and scroll through the list of pay periods.
When you find the pay period that you want to report on, click that date
once.
Enter a From Date and a To Date
You can elect to print the report for a range of pay periods by entering the
start date and the end date in these two fields.
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Chapter 10 Enquiries - Casual Costs Report
Select a report sequence
Click on the arrow on this field for the list of options that can be used to
sort the report. You have a choice of one of the following:
•
Date (see page 46 for an example),
•
Sub-Dissection (see page 47 for an example),
•
Account (see page 48 for an example) or
•
Claimant (see page 49 for an example).
Select a casual type
Click on the arrow on this field for the list of values related to the type of
casual employee to report on. You have a choice of one of the following:
•
All casual employees,
•
Teachers only,
•
SASS only,
•
Miscellaneous Employees only
Select School or Location/DET costed accounts
Click on the arrow on this field for the list of values related to the type of
global billing to report on. You have a choice of one of the following:
•
All accounts,
•
School or Location costed only or
•
DET costed only.
Run the report
Once you have set up the parameters that you require for the report, click
the Submit button and the report will be presented on the screen.
Print the report
You can print the report by clicking the Print button on the screen.
Click the Back button on the screen to return to the report parameter
screen.
Examples of the reports
The following are examples of the reports by each sort criteria.
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Chapter 10 Enquiries - Casual Costs Report
Sorted by Date Worked
Figure 26 Example of Casual Costs Enquiry screen by Date Worked
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Chapter 10 Enquiries - Casual Costs Report
Sorted by Sub-Dissection
Figure 27 Example of Casual Costs Enquiry screen
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Chapter 10 Enquiries - Casual Costs Report
Sorted by Account
Figure 28 Example of Casual Costs Enquiry screen
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Chapter 10 Enquiries - Casual Costs Report
Sorted by Casual Employee
Figure 29 Example of Casual Costs Enquiry screen
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Chapter 11 Enquiries – Cancelled Claims
This function produces a listing of all claims which have been cancelled
for a given pay period.
Who has access to this option
The verifier or authoriser may access the View Claim option.
When this process can be completed
This option may be accessed as required.
Access the option
Click on the View Claim option on the Enquiries menu for the Display
Casual Claims screen. See Figure 30 Example of Display Cancelled
Casual Claims screen. This screen lists casual claims that have been
cancelled for the school in the pay periods that they occurred.
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Chapter 11 Enquiries – Cancelled Claims
Figure 30 Example of Display Cancelled Casual Claims screen
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Chapter 11 Enquiries – Cancelled Claims
Figure 31 Example of Cancelled Casual Claims for Pay Period screen
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Chapter 11 Enquiries – Cancelled Claims
Figure 32 Example of Cancelled Casual Claim Display screen
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Chapter 12 Maintain Table - Casual Employee
This process provides a listing of Casual Employees who have been
employed at the school or location within the past 18 months.
Who has access to this option
The verifier or authoriser may access the Casual Employees option.
When this process can be completed
This option may be used as required.
Access the option
Click the Casual Employees menu option under Maintain Tables for the
Casual Employees screen. See Figure 33 Example of Casuals Employees
screen.
This screen lists each casual employee and indicates whether they are
available as a:
•
Teacher, or
•
SASS, or
Miscellaneous Employees
•
The screen also indicates if a casual employee is active or deactivated. An
Y in a column indicates that the employee is active and a N indicates that
it has been deactivated.
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Chapter 12 Maintain Table - Casual Employee
Figure 33 Example of Casuals Employees screen
Casual Employee Enquiry
Click on the casual employee’s name to go to the Casual Employee
Enquiry screen (see Chapter 4 Enter Claim).
Activate or deactivate a Casual Employee
You can activate or deactivate a casual employee by clicking on the
column that you want to change. Eg Y (activated) changes to N
(deactivated). This function adds or removes the employee from the drop
down list selections.
Print the listing
You can print the listing of casual employees by clicking the Print button
on the screen.
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Chapter 13 Maintain Table – Perm/Temp Employees
This process provides a listing of Permanent/Temporary employees who
have worked at the school or location. It also indicates the category of the
employee.
Who has access to this option
The verifier or authoriser may access this option.
When this process can be completed
This option may be used as required.
Access the option
Click the Perm/Temp Employees under Maintain Tables for the
Permanent/Temporary Employees screen. See Figure 34 Example of
Permanent/Temporary Employees screen.
This screen lists each permanent and/or temporary employee and indicates
whether they are available as a:
•
Teacher,
•
SASS, or
Miscellaneous Employees
•
The screen also indicates which category is active or deactivated for each
employee. A Y in a column indicates that the category is active and a N
indicates that it has been deactivated.
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Chapter 13 Maintain Table – Perm/Temp Employees
Figure 34 Example of Permanent/Temporary Employees screen
Permanent/Temporary Employee Enquiry
Click on the permanent/temporary employee’s name to go to the
Permanent/Temporary Employee Enquiry screen (see Chapter 8
Enquiries – Permanent/Temporary Employee).
Activate or deactivate a Permanent/Temporary Employee
You can activate or deactivate a category as it relates to a
permanent/temporary employee by clicking on the column that you want
to change. Eg Y (activated) changes to N (deactivated).
Print the listing
You can print the listing of permanent/temporary employees by clicking
the Print button on the screen.
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Chapter 14 Maintain Tables - Accounts
This process provides an option to view, activate, deactivate or print the
Accounts used by eCPC. Activated Accounts are added to the drop down
list fields.
Who has access to this option
The verifier or authoriser may access the Accounts option.
When this process can be completed
This option may be utilised as required.
Access the option
Click the Account option under the Maintain Tables menu for the
Accounts screen. See Figure 35 Example of Accounts listing screen.
This screen can be used to view and print a listing and displays the
following:
•
Account Number,
•
Full description,
•
Short description,
•
Whether can be used for Teachers,
•
School Administrative Support Staff,
Miscellaneous
•
The screen also indicates if an Account is active or deactivated. A Y in a
column indicates that the account is active and a N indicates that it has
been deactivated.
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Chapter 14 Maintain Tables - Accounts
Figure 35 Example of Accounts listing screen
Activate or deactivate an Accounts
You can activate or deactivate an Account by clicking on the column that
you want to change. Eg Y (activated) changes to N (deactivated). This
function adds or removes the account from the drop down list selections.
Print the listing
Scroll to the bottom of the screen and click the Print button. eCPC will
automatically print a report that represents the display as shown in Figure
35 Example of Accounts listing screen.
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Chapter 15 Maintain Table - Designations
This process provides an option to view, activate, deactivate or print the
designation. Activated designations are added to the drop down list fields.
Who has access to this option
The verifier or authoriser may access the Designations option.
When this process can be completed
This option may be utilised as required.
Access the option
Click the Designations option under the Maintain Tables menu for the
Designations screen. See Figure 36 Example of Designations listing.
This screen can be used to view and print a listing, and displays the
following:
•
Full description,
•
Short description,
•
Whether can be used for Teachers,
•
School Administrative Support Staff,
•
Miscellaneous Employees
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Chapter 15 Maintain Table - Designations
Figure 36 Example of Designations listing
Activate or deactivate a Designation
You can activate or deactivate a designation by clicking on the column that
you want to change. Eg Y (activated) changes to N (deactivated). This
function adds or removes the designations from the drop down list
selections.
Print the listing
Scroll to the bottom of the screen and click the Print button. eCPC will
automatically print a report that represents the display as shown in Figure
36 Example of Designations listing.
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Chapter 16 Maintain Tables - Allowances
This process provides an option to view, activate, deactivate the
Allowances used by eCPC. Activated Allowances are added to the drop
down list fields.
Who has access to this option
The verifier or authoriser may access the Allowances option.
When this process can be completed
This option may be utilised as required.
Access the option
Click the Allowance option under the Maintain Tables menu for the
Allowances screen. See Figure 37 Example of Allowances listing screen.
This screen can be used to view and print a listing and displays the
following:
•
Full description,
•
Short description,
•
Whether can be used for Teachers,
•
School Administrative Support Staff,
•
Miscellaneous Employees
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Chapter 16 Maintain Tables - Allowances
Figure 37 Example of Allowances listing screen
Activate or deactivate an Allowance
You can activate or deactivate an Allowance by clicking on the column
that you want to change. Eg Y (activated) changes to N (deactivated). This
function adds or removes the allowance from the drop down list selections.
If you do not use allowances in your school or location, you can turn this
field off on the data screens by deactivating all of the allowances.
Print the listing
Scroll to the bottom of the screen and click the Print button. eCPC will
automatically print a report that represents the display as shown in Figure
37 Example of Allowances listing screen.
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Chapter 17 Maintain Table - Sub-Dissection
This menu option provides a maintenance option for the Sub-Dissections
used by eCPC. Sub-Dissections are a mechanism to further classify the
casual usage.
Who has access to this option
The verifier or authoriser may access the Sub-Dissections option.
When this process can be completed
This option may be utilised as required.
Access the option
Click the Sub-Dissection menu option for the Sub-Dissection screen. See
Figure 38 Example of Sub-Dissection listing.
This screen can be used to:
•
Add a Sub-Dissection
•
View the Sub-Dissection available,
•
Deactivate a Sub-Dissection ,
•
Change a Sub-Dissection or
•
Delete a Sub-Dissection.
Once a sub-dissection has been used in a record, it is flagged as
In Use and cannot be deleted.
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Chapter 17 Maintain Table - Sub-Dissection
Figure 38 Example of Sub-Dissection listing
Add a Sub-Dissection
New sub-dissections can be entered into eCPC by entering the full name of
the sub-dissection into the Description field, and by entering the
abbreviation of the sub-dissection into the Short Description field.
Once these values are input, click the Add new Sub-Dissection button to
add it to the listing. Each new sub-dissection is defaulted to be active.
Sub-Dissections List Maintenance
Description
Short Description
999-111 JE
JECPC
Add new Sub-Dissection
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Chapter 17 Maintain Table - Sub-Dissection
Figure 39 Example of Sub-Dissection added to listing
Deactivate a Sub-Dissection
Sub-dissection can be coded as deactivated to ensure that they are not
used.
Click onto deactivate in the same row as the sub-dissection that you want
to change. The sub-dissection will be automatically changed and appear in
grey text.
If you do not use sub-dissections in your school or location, you can turn
this field off on the data screens by deactivating all of the sub-dissections.
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Chapter 17 Maintain Table - Sub-Dissection
Figure 40 Example of Sub-Dissection added to listing
Edit a Sub-Dissection
You can change the description and the short description by clicking onto
Edit in the same row as the sub-dissection that you want to change for the
Sub-Dissection Maintenance screen.
Sub-Dissections List Maintenance
Sub-Dissection Maintenance
Description
999-111 JE
Short Description
999111 JEC
Submit Change
Alter any one of the values and click the Change Sub-Dissection button to
save the change.
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Chapter 17 Maintain Table - Sub-Dissection
Figure 41 Example of Sub-Dissection Changed to listing
Delete a Sub-Dissection
Remember:
Once a sub-dissection has been used in a record, it is flagged as
In Use and cannot be deleted, but it can be deactivated.
You can permanently remove a Sub-Dissection by clicking onto Delete in
the same row as the sub-dissection that you want to change for the SubDissection Delete screen.
Click the Delete Sub-Dissection button on the Sub-Dissection Delete
screen and the Sub-Dissection will be permanently deleted.
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Chapter 17 Maintain Table - Sub-Dissection
Figure 42 Example of Sub-Dissection deleted from listing
Print the listing
You can print the Sub-Dissection listing report by clicking the Print
button on the screen.
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Chapter 18 Select School
This menu option provides a selection option for profiles with access to
more than one school.
Who has access to this option
Any user who has been given access to more than one school.
When this process can be completed
This option has to be selected after logging on. After the first selection it
can be utilised as required.
Access the option
Figure 43 Example of Select Location screen
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Chapter 18 Select School
Figure 44 Example of Select Location Change screen
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Glossary of Terms
Glossary of Terms
Account
Account is the mechanism that costs a Casual Claim into the General
Ledger (GL). It allows the allocation of Casual Claims costs to specific
programs or specific GL codes set up to capture the reason for the casual
relief.
Allowance
An allowance represents a payment for extra skills or duties performed.
Allowances are paid in addition to normal salary.
Category
The type of employment a casual can undertake. Casual Claims may be
entered for the following categories:
•
Relief Teacher
•
Relief SASS
•
Relief Miscellaneous
A casual employee may work in more than one category.
Claimant
The Claimant is the employee working casually in a school or location that
claims payment by submitting details of the days and hours worked.
Composite Allowance
If an employee is entitled to more than one allowance, the allowance is
reformed into the sum of these allowances.
Pay Period
The period for payment is fortnightly. This represents the current pay cycle
for casual relief payroll.
Designation
A designation is a classification of work defined by an Industrial Award.
Pay scales, other industrial conditions and terms of employment are
associated with a designation (eg. Clerk, School Assistant, Classroom
Teacher).
Sub-Dissection
For local use only ie. schools or locations can further classify the casual
usage.
End of Document
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